Processing a Limited Visibility Request

Modified on Tue, 15 Aug, 2023 at 5:02 PM

This instruction sheet is for the HMIS Agency Administrator

The staff person completing the program enrollment (Intake) will forward two documents to you to process:

Limited Visibility Request form
Paper program enrollment Entry/Exit Assessment(s)

All these steps follow the ClientPoint or ShelterPoint Workflow.

STEP 1: ROI needs to be set as Denied for your Agency ADMIN Provider

Reminder: Select all household members when creating the ROI.

If no ROI in place for your agency	Create a new “No” ROI with end date out one year from start date
If "yes" ROI has expired for your agency	Create a new “No” ROI with end date out one year from start date
If "no" ROI has already been recorded for your agency	Pencil edit the end date to be one year from new Entry/Exit date.
If "yes" ROI is currently in place for your agency	Pencil edit the current “Yes” ROI to change end date to date before No was collected. Add a new “No” ROI and end date in one year

Once you adjust the ROI to denied, you should see this on any tab in the Client Profile

Continue with the ClientPoint or ShelterPoint Workflow create a new Entry/Exit or Unit Stay for this Client (or household). Don’t forget to add the Service Transactions that occurred on the project start date.

STEP 2: Entry/Exit Entry needs to be locked

In the correct backdate mode, create the new Entry/Exit or Unit Stay for this Client and HH.

Once you complete the Entry/Exit assessments, click on Save (but do not Save and Exit)
If you do exit, pencil edit to get back into the entry assessment.

Click on the lock near the top left of the Entry/Exit Data form.
You may see several locks on the page, click on THIS ONE.
To limit the visibility of this Program Enrollment to All Other Agencies using the system, remove the Global group
After you remove Global, you’ll notice that the lock is red. Click on the lock for details - this means that only your Agency staff can see this Program Entry.

NOTE: If the Client requested that the visibility be limited to just one agency, then leave the Global group in place. Click on the Deny Groups tab.

Add the Group to Deny

Be sure to select the AgencyName (ADMIN) – Children Included group for the agency for whom you are denying visibility.

STEP 3- Scan/Email the Limited Visibility Request form to the Help Desk within 24 hours of this process.

If the Limited Visibility Request form indicates that there is a safety concern, then the System Administrator will reduce the visibility of the entire client record after receiving your email.